In your first email, it is unclear about the relationship between garbage and robbery. Be careful with the grammar of 'complain'. See http://www2.elc.polyu.edu.hk/CILL/eiw/complain.htm After 'reply', make sure you have 'to'. In your second email, the subject line is a little unclear. For 'request' (verb), there is no preposition after it. As a noun, you do have a preposition I am not sure what you mean by 'in the case'. Be careful with the grammar of 'suggest' - either 'I suggest that we do something', or 'I suggest doing something' 'Staff' is plural. If just one person, use 'staff member'. In the letter, remember that you need to write both the addresses as well as have a subject line. You confuse 'closed' and 'closure' 'Robbery' has a negative meaning - so try to change that word. Training has no 's'. You can finish your letter with a contact number if Ms Ma wishes to contact you.
To:Becky Chan, Accounts Department
From: Jan Wong, Estate Officer
Date: 22nd March 2011
Subject: Asking for advice
Hi Becky,
I got a complaint letter from Ms Ellen Ma on 21st March 2011 and I need your advice to solve her problems.
Her complaint was about the new garbage collection system. Firstly, she lost her key for the refuse room and the our office was closed due to the Chinese New Year holidays so she had to keep the garbage in her flat until the office reopened. This cause her inconvenience and she is worried about the robbery problem may occur.
Secondly, she said there was no prior consultation with residents before the introduction of such system and is was not the first time. Lastly, she complaint the staff in the Management Office was very rude and unhelpful.
Thanks for your help and please reply to me as soon as possible!
Cheers,
Jan Wong
To: Richard Chan, Estate Manager
From: Jan Wong, Estate Officer
Date: 23rd March 2011
Subject: Ask for approval
Dear Richard,
I am writing to request for your approval on my suggested solutions for Ms Ellen Ma's problems. I received her complain letter about our new garbage collection system on 21st March 2011.
1. Lost Key
She lost her key for the refuse room and the our office was closed. Therefore, she had to keep all her garbage in her flat until the office reopened. The situation caused her inconvenience and concerns about robbery since the the room is an easy access the back stairs which lead to certain flats. In the case, our office was closed due to the Chinese New Year holidays.
To solve the problem, I suggest to install a fingerprint identification system in the entrance of the refuse room so the residents do not need any key to access to the refuse room.
2. No Prior Consultation
Ms Ma complaint that there was no prior consultation for the new system. Actually, we posted notification on the notice board before the introduction of the system. However, it seemed not enough for all the residents. Therefore, I propose to held two consultation meetings and post notice in all the lifts.
3. Unhelpful Staff
Lastly, she complaint the staff in the Management Office was rude and not helpful. I investigated this issue and found the staff was new so I suggest to provide more trainings to the new staff.
I think sending her one box of free refuse bags is a good idea to show our company's goodwill. Thank you for your attention and I look forward to hearing from your approval.
Best regards,
Jan Wong
Dear Ms Ma,
I am writing to reply to your complaint letter. I am sorry for all the inconvenience caused.
Firstly, for the lost key issue, we are sorry for the closed of our office due to the Chinese New Year holidays.
To avoid this situation, our company will soon install a fingerprint identification system in the entrance of the refuse room so the residents do not need any key to access to the refuse room. Hence the robbery will be solved as well. Of course, we will have prior consultation before the new system implement.
Secondly, we had already posted notice on the notice board before the introduction of the new system. However, it seemed we should do more to promote the system. We will held two consultation meetings in different time slot so all the residents can join, we will also post the notice in all the lifts.
Last but not least, we investigated the unhelpful staff issue and found that she is new to our company. We will provide the new staff more trainings and I apologize for the rudeness.
To show our goodwill, our company will send you a box of refuse bags so you can enjoy our garbage collection system in the future. Thank you for bringing the matter to us and we will provide better service to out customers in the future.
In your first email, it is unclear about the relationship between garbage and robbery.
Be careful with the grammar of 'complain'. See http://www2.elc.polyu.edu.hk/CILL/eiw/complain.htm
After 'reply', make sure you have 'to'.
In your second email, the subject line is a little unclear.
For 'request' (verb), there is no preposition after it. As a noun, you do have a preposition
I am not sure what you mean by 'in the case'.
Be careful with the grammar of 'suggest' - either 'I suggest that we do something', or 'I suggest doing something'
'Staff' is plural. If just one person, use 'staff member'.
In the letter, remember that you need to write both the addresses as well as have a subject line.
You confuse 'closed' and 'closure'
'Robbery' has a negative meaning - so try to change that word.
Training has no 's'.
You can finish your letter with a contact number if Ms Ma wishes to contact you.
To:Becky Chan, Accounts Department
From: Jan Wong, Estate Officer
Date: 22nd March 2011
Subject: Asking for advice
Hi Becky,
I got a complaint letter from Ms Ellen Ma on 21st March 2011 and I need your advice to solve her problems.
Her complaint was about the new garbage collection system. Firstly, she lost her key for the refuse room and the our office was closed due to the Chinese New Year holidays so she had to keep the garbage in her flat until the office reopened. This cause her inconvenience and she is worried about the robbery problem may occur.
Secondly, she said there was no prior consultation with residents before the introduction of such system and is was not the first time. Lastly, she complaint the staff in the Management Office was very rude and unhelpful.
Thanks for your help and please reply to me as soon as possible!
Cheers,
Jan Wong
To: Richard Chan, Estate Manager
From: Jan Wong, Estate Officer
Date: 23rd March 2011
Subject: Ask for approval
Dear Richard,
I am writing to request for your approval on my suggested solutions for Ms Ellen Ma's problems. I received her complain letter about our new garbage collection system on 21st March 2011.
1. Lost Key
She lost her key for the refuse room and the our office was closed. Therefore, she had to keep all her garbage in her flat until the office reopened. The situation caused her inconvenience and concerns about robbery since the the room is an easy access the back stairs which lead to certain flats. In the case, our office was closed due to the Chinese New Year holidays.
To solve the problem, I suggest to install a fingerprint identification system in the entrance of the refuse room so the residents do not need any key to access to the refuse room.
2. No Prior Consultation
Ms Ma complaint that there was no prior consultation for the new system. Actually, we posted notification on the notice board before the introduction of the system. However, it seemed not enough for all the residents. Therefore, I propose to held two consultation meetings and post notice in all the lifts.
3. Unhelpful Staff
Lastly, she complaint the staff in the Management Office was rude and not helpful. I investigated this issue and found the staff was new so I suggest to provide more trainings to the new staff.
I think sending her one box of free refuse bags is a good idea to show our company's goodwill. Thank you for your attention and I look forward to hearing from your approval.
Best regards,
Jan Wong
Dear Ms Ma,
I am writing to reply to your complaint letter. I am sorry for all the inconvenience caused.
Firstly, for the lost key issue, we are sorry for the closed of our office due to the Chinese New Year holidays.
To avoid this situation, our company will soon install a fingerprint identification system in the entrance of the refuse room so the residents do not need any key to access to the refuse room. Hence the robbery will be solved as well. Of course, we will have prior consultation before the new system implement.
Secondly, we had already posted notice on the notice board before the introduction of the new system. However, it seemed we should do more to promote the system. We will held two consultation meetings in different time slot so all the residents can join, we will also post the notice in all the lifts.
Last but not least, we investigated the unhelpful staff issue and found that she is new to our company. We will provide the new staff more trainings and I apologize for the rudeness.
To show our goodwill, our company will send you a box of refuse bags so you can enjoy our garbage collection system in the future. Thank you for bringing the matter to us and we will provide better service to out customers in the future.
Yours sincerely,
Jan Wong